(effective July 1, 2017)
The following policies shall apply to CAEP payment of approved travel expenses for CAEP staff and volunteers – including those serving on the CAEP Board of Directors and committees, Accreditation Council, as well as site reviewers, consultants, contractors, and subcontractors (“Travelers”).
Participants in grant-funded meetings may be subject to additional policies of grantors, including but not limited to federal government grants. These policies shall apply whether CAEP pays for the expenses or a third party directly pays the expenses, directly bills CAEP, or directly reimburses the Travelers. Educator preparation providers hosting a site review may require CAEP site reviewers to follow additional reimbursement procedures or policies as needed.
CAEP will provide Travelers with reimbursements for pre-approved expenses – ground transportation (taxi, airport parking, tolls, baggage fees), meals, lodging (if applicable), and tips – incurred to, from, and/or during CAEP meetings or activities.
Travelers should submit a reimbursement report no later than three weeks (21 days) after the conclusion of the event or activity. Payment for reimbursement request submitted after three weeks (21 days) will be at the discretion of the CAEP finance office. All original receipts (or scanned copies if submitting electronically) must be included for any expense above $10. Mileage documentation (e.g., MapQuest) must accompany all mileage claim submissions. Travelers must use the reimbursement request form and submit the form electronically (preferred) at firstname.lastname@example.org or via mail:
1140 19th Street NW, Suite 400
Washington, DC 20036
Disbursements to Travelers are normally made by CAEP finance within ten (10) business days following receipt of the completed reimbursement request form.
Air and Ground Transportation
All Travelers must arrange air transportation through CAEP's travel agency of record. Any exception requires advanced approval from CAEP's staff contact for the event or activity.
- CAEP requires, when logistically possible, that Travelers take advantage of reduced fares by booking at least 14 days in advance and preferably 21 days in advance.
- Although flights may be available to leave immediately after a meeting, event, or site review, a later flight may be significantly less expensive. Travelers may be asked to consider altering their itineraries to minimize costs.
- CAEP requires Travelers accept the least logical cost itinerary with the understanding that nonstop flights and carrier preferences may not be an option.
- CAEP recognizes that personal emergencies or schedule conflicts sometimes require a change in itineraries. In such an event, Travelers are asked to contact the appropriate CAEP staffer for approval prior to making changes. Any other personal preference for changes to itineraries, that result in higher airfares or fees, are the sole responsibility of the Traveler.
In the event air transportation is unavailable or impractical, reimbursement will be made for train fare or automobile travel at the per-mile rate as recommended by Federal and IRS guidelines.
- In the event air or other public transportation is available and practical, but Travelers elect to drive, reimbursement will be provided at the per-mile rate as recommended by Federal and IRS guidelines up to the would-be cost of a round-trip airfare. If opting to drive, Travelers must contact CAEP Finance at least 14 days before departure for approval and pricing of comparable airfare. Other driving related expenses such as rental cars, meals, and lodging during the trip are the responsibility of the Traveler.
Costs of travel by taxi or other local transportation will be reimbursed when accompanied by appropriate documentation (receipt, or note, if receipt is unavailable). Unusual or excessive charges must be explained.
Lodging and Meals
Hotels will be directly billed to CAEP whenever possible. Hotel bills must be signed to indicate the Traveler’s approval of charges. If the Traveler pays for lodging and meals, a paid hotel bill must be included with request for reimbursement.
CAEP follows the per diem rates as recommended by certain federal and IRS guidelines, which may be subject to change at the discretion of CAEP Finance. Meals will be reimbursed only at actual cost up to the established limits (effective July 1 2017, established meal limits are as follows: breakfast $12, lunch $18, dinner $36). Alcoholic beverages are to be excluded from meal reimbursement calculations. For certain CAEP meetings and events where meals are provided, reimbursement will not be made for meals consumed elsewhere.
Expenses That Will Not Be Reimbursed
Personal expenses incurred during a CAEP hotel stay are the Traveler's sole responsibility and must be paid at time of checkout from the hotel, even when the main charges are direct-billed to CAEP or a third party. Personal expenses such as bar bills, newspapers, telephone calls unrelated to CAEP business other than reasonable ‘safe arrival’ calls, movie charges, dry cleaning or laundry, hotel spa or health club fees, and gift shop charges are not reimbursable.
Childcare or dependent-care, house-sitting, and pet-boarding expenses during the Traveler’s absence while on CAEP travel are the Traveler's sole responsibility. Fees to obtain or renew a passport are also the Traveler’s sole responsibility.